# UWA Esports Committee Meeting Minutes 2025-02-02 -------------------------------------------------------------------------------- #### Attending: Jasmine, Adam, James, Anthony, Jimmy, Julian, Elijah, Alex, Geoff #### Apologies: Mikey #### Absent: Kimi #### Chair: Alex / Anthony #### Minute Taker: Jasmine #### Location: Online #### Meeting Scheduled: 3:00pm #### Meeting Opened: 3:12pm #### Previous Action items: Alex: > Attend Unigames meeting on Tuesday to pitch Megagame Collab idea - not done Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - ongoing > Organise who is writing what for the Door Manual Update - ongoing Anthony: > Publish documentation on how to manage fleet and add computers to the domain - not done > Full fleet maintance & upgrades after exams (To be done: join new computer to domain, join new server to domain, clear out storage on all PCs, check on system health) - done > join new PC to domain and config - done by Mikey :pray: > Email Redbull about continuing the sponsorship - not done Jasmine: > Follow up maintance about ceiling lights - done > book O-Day Stall - done Geoff: > make a budget for the Gap in Clubroom around start of semester - not done Geoff, Jasmine, Kimi & Mikey: > Discuss website update in a thread discussion - not done Jasmine & Kimi: > Make current committee members post/poster - ongoing James & Jimmy: > Learn how the clubroom PC system works from Anthony - not done James: > find and post a classic xbox controller for circular approval - done Mikey: > Chat to Jarcus about website and bot integration - not done > Update NVIDIA drivers on all PCs - ongoing (only done on new PC) > Install Windows 11 on new PC - done Everyone: > Respond to Kimi about the Meet Committee Post ASAP - ongoing? ##### Motions Passed via Circular: | Circular Motion: Approve purchase of 1 [classic Xbox Controller](https://www.bigw.com.au/product/xbox-wireless-controller-robot-white/p/124387 ), $75.65 | -- Moved by: James Seconded by: Geoff Outcome: Passed | Cirular Motion: Approve Purchase of new aircon, $711 [Appliances Online Link](https://www.appliancesonline.com.au/product/goldair-353kw-portable-air-conditioner-with-wi-fi-cooling-only-gcpac12/) | -- Moved by: Alex Seconded by: Jasmine Outcome: Passed, Unanimously | Circular Motion: Buy 40 cans of [Kirks Lemonade](https://www.woolworths.com.au/shop/productdetails/159796/kirks-lemonade-soft-drink-multipack-cans) for Uncharity / Future use, $34.80 = (4 * 8.70) | -- Moved by: Alex Seconded by: Jasmine Outcome: Passed | Circular Motion: Buy 24 pack of [Coke](https://www.woolworths.com.au/shop/productdetails/42605/coca-cola-classic-soft-drink-multipack-cans) can for Uncharity / Future Use, $24.75 | -- Moved by: Jasmine Seconded by: James Outcome: Passed --- ## Individual Reports ### President (Alex) * Returned to Australia * Attended busy bee * Moved some things around * Tidied up drawers / locker * Researched, purchased and (helped) set up new AC * Went to Guild Finance with Jasmine to pay O-Day and Test & Tag invoices as well as transfer some additional funds into our bank account * Chatted to Perth Smash guys and booked venue for 15th of Feb * Attended the entirety of UnCharity Vigil ### Vice-President (Anthony) * Did a storage cleanup on all PCs * Finalized Scaramouche network configurations * Set up PCs for uncharity * died from flying ### Secretary (Jasmine) * Booked O-day Stall * Went to busy bee * Went to Guild Finance with Alex to pay O-Day and Test & Tag invoices as well as transfer some additional funds into our bank account * Went to UnCharity Vigil * Went to woolsworth and got Coke & Kirk's Lemonade * Made graphic for final UnCharity Vigil Post * Editted 2025 membership signup to include golden ticket, and added a who is helping you sign up section ### Treasurer (Geoff) * attended uncharity vigil * participated in adhoc smash tournament ### Social Media Manager (Kimi) * no report given ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Attended Busy Bee * Organised UnCharity with James (Events, advertising, polling, etc) * Attended Uncharity Vigil #### Elijah * Attended Busy Bee * Attended Uncharity Vigil * Helped run Smash tournament at Uncharity #### Jimmy * Returned to Australia * Attended UnCharity Vigil * Participated in the Smash Tournament and Taskmaster * Hosted the Clash Royale tournament #### James * Organised UnCharity with Adam (Events, advertising, polling, etc) * Attended UnCharity. #### Julian * Nothing to report #### Mikey * Attended Busy Bee * Set up new pc with W11 and on joined to subdomain * Setup MC Lucky Block server for UnCharity * New Nvidia drivers on new pc, yet to update on other PCs * cried fixing up club VM (thank you Gary!) --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $19.69 (yikers) * Moved $900 from netsuite to westpac (still being processed) * Cash Account: ~$850 * Cash accounts are eating well after uncharity vigil ### Outstanding Reimbursements * Jasmine for Coke & Kirk's drinks * Alex for various prizes from Korea * Alex needs to send receipts --- ## Events ### Inhouses / Games Nights #### Previous ##### Tuesday 21st of January, 7pm * Game: Among Us (modded) * Cooridinator(s): Mikey & James * Turnout: ~10 people * Notes: * Good turnout with people sticking around for ~3 hours. #### Upcoming ##### Wednesday, 5th February, 7pm * Game: League of Legends (ARF) * Coordinator(s): Anthony * Write an announcement for this too > Anthony: Write & post League of Legends announcement ##### Thursday, 6th of February, 7pm * Game: Marvel Rivals * Coordinator(s): James & Julian * Write an announcement for this > James: Write & post Marvel Rivals announcement #### Future Plans/Ideas ##### League of Legends, for below gold/plat elo Tentative Time: Holidays/Early Sem 1 * no updates * Organise after we figure out how many of our freshers play league after O-day ##### Gary's Mod Night w/ UCC Tentative Time: Semester 1 2025 * no updates #### Major Tournaments ##### Joint / Own Team for QUT Teams: Div 1, Div 2, possible Div 3, possible Pathfinder * also dependant on how many of our freshers play league ##### Unisports Team * no updates ##### ECU Tournaments Tentative Time: end of 2025 * no updates ##### Australia Intervarsity Valorant Tournament Tentative Time: Late March * Every week at Monday 6pm AEST (4pm AWST) * We can postpone action on this for now for the moment ##### Playaid Social Showdown * Has an international presence * Includes Overwatch, CS2, Valorant, and League of Legends * We'd likely be most interested in Valorant or League of Legends * League, Valorant & Overwatch signup closes: 17-20th Feb * This can be used as a early trial for our teams * We have a decently stable league roster this time * only changing support and mid laner * We can try to reuse players from old sem for Overwatch * We can ask for Valorant players but won't have too much faith in this as it is before semester * However, we do need to get a team together at start of Semester anyway so might as well try * Winter knows a lot of people who are good at Valorant at UWA so maybe we can ask him to try find some people who'd be keen > Anthony: Ask Winter for people for a possible Valorant Team for PlayAid > Anthony: Organise League team for PlayAid > Anthony, Julian & James: Organise Overwatch team for PlayAid ### Other Events #### Quiz Night Sem 1 2025 Tentative Time: Week 4 Sem 1 2025 Advertising Deadline: O-Day * Editors have not been meeting, but they will soon hopefully * More questions have been indeed been written * We need to think of Prizes that aren't league of legends merch * We will likely get dominos Pizza's again * We want to be able to advertise by O-Day * Flyer/poster needed by O-Day > Alex: organise editors to meet (soon) > Jasmine: message Kimi to make Quiz Night poster, if she is busy do it instead #### Sem 1 Fresher Welcome * We usually have this in the week following O-Day * Previously has been the first Thursday * which is the 27th this year * Arguably this is a little late for Freshers * They may have forgetting about us by this time * We want to ensure we don't overlap with similar clubs (Cam Hall clubs & UWAnime) * Ensure we comminucate when we book in a time so there is no overlap * We can either do Ezone Social or the clubroom and Loft * Ezone Social is larger * 70 people turned up last time * Maybe have a group walk to clubroom afterwards if we do host it in Ezone Social * We'd like to encourage fresh faces in our clubroom so at least a walk to the clubroom is a good idea * Consensus is Clubroom/Loft is just a little too small for our needs so as long as we have the walk over to clubroom with posters/flyers of our clubroom * The icebreaker we've done previously is similar to a bingo card where you find people with different interests * This has been very fun in the past * (we match make?) * Additionally, we can try to lock in a clear inhouse/in person events schedule for the first 2 weeks, especially since we have a clubroom now * For example: * Come play CS, or a mini Smash Tournament in the clubroom * Could do a Smash KO board for fun in the clubroom as well on a whiteboard * We can try to think of little fun engaging events that are very broad in these weeks ### Collaborations #### Cameron Hall Minecraft Server - SMP * no updates, it is still running * Alex says we may want to shut it down to keep the novelty to drive interest for future minecraft events #### Smash Perth Collaboration Tournament 2 Tentative Time: Early February 9am - 5pm Tentative Location: Ezone 210/211 * This is on! :tada: * We have now booked the 15th of Feb awaiting confirmation * Could be moved to 16th of Feb * Is now being moved to the 16th of Feb after a message from Smash Perth * Resource booker is open (yippee) * EMP needs to be submitted * Will be run in the industry hub, could be a little small of a venue * We'd likely need 2 rooms that combine to accomodate numbers > Elijah: make EMP for Smash Perth event #### UnCharity Vigil * This ran (yippee) * It went well! Wasn't a tremendous turnout but we also had a few Cam Hall people come over too for some of our events ##### Reflection of events * LANs * Ran with some tech issues (scraggy cs2 had issues) * Had some miscommunication (unsure how to run) * Taskmaster, * It's not a video game, and has a very low bar to entry which helps * Ran well but needs more preparation in future * UWASCA was keen to do a collab for this in future for UWASCA themed tasks * Clash Royale/Committee Tournament * Not alot of turn out/engagement, wouldn't recommend running again * Pokemon Escape Room * not alot of demand wouldn't recommend running again * Smash Tournament: * solid 12 man bracket with good energy, * not alotta profit though. * note there was another tourney in uniSFA occuring at the same time that took potential players * (next time work around other club's schedules better) * Minecraft Lucky Block * had interest but planned for a bad time where players weren't around * Mario Kart Double Dash * not held due to lack of players * but James wants to hold this at a better timeslot eventually * also netplay fix might be account only * Mario Kart Time Trials * wasn’t advertise well but there was interest (though it only became available after 8) ##### UnCharity Monies * $63.5 new money in our cash box + $180 + $43 = $286.5 * Profit = 286.5 - $60 (prizes) - $20 (breakfast) = $206.5 ##### Overall Reflection * We should definately have Taskmaster, Smash Tourney & Mario Kart Time Trials in future events too * We should try to monetorise even more for future UnCharity and Charity events * For example charging more for Smash Tourney would be an easy change * We should participate in the auction next year * Some people said they would bid up to $50 on the star guardian mousepad we had * Adam says we planned to do too much in the space we had, * Past 2am no one wants to do sweaty tournaments as everyone kind of either leaves or settles down * This ran very well overall for our first time running this event * Good job everyone (especially Adam & James!) :two_hearts: #### Among Us IRL 2025 w/ URC Tentative Time: Semester 1 2025 * This is going to be difficult to run unless someone takes this as their pet project * There hasn't been much initiative from either committee with this currently #### UWAnime x UWA Esports Smash Tournament Collab Tentative Time: Semester 1 Week 7 on Thursday * This is going ahead, no updates * Adam will reach out when Sem starts, aiming for better attendance especially now that we have partnership with Smash Perth #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays * no updates, Alex to talk to them soon --- ## Clubroom Items ### Machine Reports * Scraggy is having issues, * we think we maybe solved it, maybe was a page file RAM allocation, but someone logged in later and had the same issue so we should monitor this * Scaramouche has also had some crashing issues, * path of exile 2 crash, CS2 crash, it's quite rare and we think updating the graphics drivers worked to fix this * The curved monitor is now on Minthara instead of Teemo (Teemo now has a flat monitor) * The reason is there is not enough room for a curved monitor on the longer desk * Minthara is now fully working with windows and is on our system ### Other Items #### Ceiling Lights * lights have been changed to LED/LED adjacent :tada: * No flickering, yippeeeeeeeeeee #### Glass Panel * This has been an issue for quite a while * Some people came to measure the glass panel and they said there was very low risk of it shattering * We will monitor this for now, but should be fine ### Gap in Clubroom Current Idea: 3 pieces of mdf braketed together * no updates #### Door Discord Bot Deadline: Start of Sem 1 * no updates * Mikey is not here :( * We want this working before the start of Sem! #### Clubroom Furniture Rearrangement * Do we want to rearrange some furniture, the table on the left that rarely gets used but does give us extra options for puting a laptop and using * We could maybe extend the table with the redbull fridge to go right to the wall to get rid of the current dead space in the corner * This could allow us to have an additional PC * This isn't high priority, this will likely be a bit of a job but maybe a long term goal that may require DIY work for this desk * In the short term we could move the Xbox to the main TV or geoff can take it back #### Bigger TV Bench * The current TV Bench is a little small as it was purchased when we had the smaller clubroom * It is currently underutulised space * Julian may have a TV Bench in storage, he will check when back > Julian: check for possible TV bench in storage --- ## Closed Section * no updates --- ## General Business Anthony begins chairing ### Guild Affairs * Golden Ticket is a new initiative for 2025 Freshers to get 1 ticket for 'free' club membership by giving us their golden ticket * We can advertise the golden tickets so to encourage people to sign up * Some grants have had some changes * SPG has changed to so that they don't need to happen on Crawley Campus and there have scrapped the categories ### Door Manual Update: Social Responsibilities Tentative Release: Early 2025 * Jimmy, Jasmine & Alex to organise a meeting in the following week Alex returns to chair ### Door Group * The current ByLaws says it will get nuked on the first week of academic, we'd like to change this to expiring 2 weeks before Guild O-Day | Motion: Change by-law point 3 change door group expiring to 2 weeks before Guild O-Day | -- Moved by: Alex Outcome: Passed but **Null** * Adam reminds us that we cannot move a motion to change any by-laws without at least 3 day notice, which the committee as a whole did not recieve * We shall consider the previous motioned changed next meeting * We also think we could maybe change this so that if the entire committee agrees then change can be motioned without 3 day notice ### Member Group * This resets on 3 days before semester starts * 21st of Feb - O-day! * We have a few 2025 members * Alex says it could be worth having a dual system to ensure we can continue having memberships online * Jasmine thinks this will make things too complicated for the possible benefit it will have * For now we have decided to keep things simple with just the google form and see how it goes * We just need to ensure all door members are trained with how to sign up members Adam leaves 4:44pm ### O-Day Stall Date: Friday 21st February 2025 * We are going to do a smash/switch games set up * Anthony says we could also have a PC set up * Possibly with something like minecraft speedrun with a leaderboard * PCs are a lot of what our club does so having one there could be a good idea * Even if we just have a committee member playing something for people to watch * We can use the banner we currently have for advertising * Membership stickers for 2025 * We could maybe change the colours with the logo being black and white * We should order them soon after next meeting * Flyers & Fresher Guides are good * We could have them seperate (how to get to the clubroom, schedule of events) or in one booklet * We could have the fresher guide on the website with QR code on a sheet or poster * We could have a single flyer with QR code to website with some key info > Alex, Jasmine & Kimi: work on fresher flyers and website page > Kimi: look into alternative logo colours for the 2025 membership stickers ### Redbull Sponsorship * no updates, this needs to happen ASAP ### Advertising & Social Media #### Meet the Committee Post/Poster Tentative Release: Morning of Oday * no updates ### Update of Our Website * now includes adding the fresher guide as mentioned before * still consider adding other details too ### IRL Sem 1 Planning Session Confirmed Date: Sunday 16th of February 2025, 10am - ~12pm * no updates ### Next Meeting Date * We are moving to Thursdays, 3pm start works for now * Still online ### In-person meetings * We are going to try Thursdays in person when semester starts * CAS comes out on the 5th, send out a when to meet then * We can have hybrid, as long as chair and majority of people are there in person --- #### Meeting Closed : 5:05pm ## Action Items Alex: > Attend Unigames meeting on Tuesday to pitch Megagame Collab idea > organise editors to meet (soon) Alex, Jasmine & Jimmy: > Create social responsibilities door manual update > Organise who is writing what for the Door Manual Update Alex, Jasmine & Kimi: > work on fresher flyers and website page Anthony: > Publish documentation on how to manage fleet and add computers to the domain > Email Redbull about continuing the sponsorship > Write & post League of Legends announcement > Ask Winter for people for a possible Valorant Team for PlayAid > Organise League team for PlayAid Anthony, Julian & James: > Organise Overwatch team for PlayAid Jasmine: > message Kimi to make Quiz Night poster, if she is busy do it instead Geoff: > make a budget for the Gap in Clubroom around start of semester Geoff, Jasmine, Kimi & Mikey: > Discuss website update in a thread discussion Jasmine & Kimi: > Make current committee members post/poster Elijah: > make EMP for Smash Perth event James & Jimmy: > Learn how the clubroom PC system works from Anthony James: > Write & post Marvel Rivals announcement Julian: > check for possible TV bench in storage Kimi: > look into alternative logo colours for the 2025 membership stickers Mikey: > Chat to Jarcus about website and bot integration > Update NVIDIA drivers on all PCs other than Minthara Everyone: > Respond to Kimi about the Meet Committee Post ASAP